Administrative Assistant - Maintenance Yard

Under general supervision of the Analyst-Public Works Maintenance Services, the Administrative Assistant provides comprehensive administrative and clerical support across the Maintenance Services Division (MSD). MSD oversees four operational areas
-Fleet, Facilities, Traffic Operations, and Street Maintenance
-and administers the Team Up Lancaster community beautification program. This position serves as the administrative hub for a division that generates a high volume of procurement transactions, work order documentation, timecard activity, contract compliance obligations, and public-facing communications.

The Administrative Assistant is expected to work independently, manage competing priorities under time pressure, exercise sound judgment in routine decision-making, and maintain confidentiality across a range of sensitive personnel and procurement matters.

None. This position does not supervise other employees.

Duties may include, but are not limited to, the following:

• Process invoices, purchase orders, and payment requests in Tyler ERP (Munis); ensure accurate coding, documentation, and timely approval routing across all MSD fund accounts.
• Assist with the preparation, monitoring, and documentation of division budgets across multiple fund accounts.
• Coordinate with Purchasing and Contract Services on RFP and contract administration; maintain vendor files, contract logs, and expiration tracking for MSD service agreements.
• Track and process procurement card (P-card) transactions; reconcile statements and ensure compliance with City purchasing policies.
• Process timecard corrections and adjustments for MSD field and administrative staff in accordance with City payroll deadlines and procedures.
• Serve as the division's point of contact for payroll-related inquiries; coordinate with Human Resources and Finance to resolve discrepancies.
• Support labor compliance obligations including certified payroll review, Levine Act documentation, and prevailing wage tracking for applicable MSD contracts and projects.
• Prepare, proofread, format, and distribute a variety of correspondence, reports, memos, and presentations on behalf of MSD management.
• Process and track RFI damage claims and reimbursement requests; coordinate with Risk Management and City Attorney as needed.
• Manage the Assistant Director's calendar, including scheduling meetings, coordinating with internal and external stakeholders, preparing agendas, and ensuring timely followup on action items.
• Arrange and support division-wide meetings, team events, and City conferences; prepare materials, reserve facilities, and coordinate logistics.
• Coordinate travel arrangements and prepare reimbursement documentation for MSD management staff.
• Serve as the primary administrative point of contact for MSD; receive and direct in-person, phone, and email inquiries from City staff, contractors, vendors, and the public.
• Support Tyler and other work order systems as needed; assist with data entry, reporting, and documentation related to MSD service delivery tracking.
• Receive, sort, and distribute incoming and outgoing correspondence, mail, and interoffice communications.
• Maintain division office supplies, equipment, and filing systems; coordinate facility needs and service requests for MSD administrative spaces.
• Build and maintain effective working relationships with co-workers, other City departments, contractors, community organizations, and the public using principles of good customer service.
• Drive a City vehicle as required.
• Perform related duties as assigned.

The duties listed above are not intended to be all-inclusive. An employee may also perform other related duties as assigned by their immediate supervisor. This position is considered (exempt)

• High school diploma or equivalent required;
  Associate degree or higher preferred. College coursework in business administration, public administration, or a related field may substitute for up to six (6) months of required experience.
• Three (3) years of progressively responsible administrative or clerical experience in a public agency, government, or similarly complex organizational environment.
• Proficiency in Tyler ERP (Munis) or comparable municipal ERP/financial management system strongly preferred.
• Valid California Driver's License.

• Thorough knowledge of modern office practices, procedures, and equipment.
• Working knowledge of municipal budget processes, procurement policies, and contract administration.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); ability to learn and apply City-specific systems including Tyler ERP, Comcate, and other platforms.
• Ability to manage multiple concurrent tasks and deadlines with accuracy and minimal supervision.
• Strong written and verbal communication skills; ability to prepare clear, professional correspondence, reports, and presentations.
• Ability to handle sensitive and confidential information with discretion and…